With other senior staff, effectively manage and take an active role in the continual development of the administration support within the Clinical Genetics department ensuring that appropriate and full administrative support is provided and full utilisation of staff at all times across the service. The post holder is responsible for effectively managing the smooth operation of the administration support service and ensuring that outpatient referral targets waiting times and Trust and local targets are met in line with protocols and procedures are met at the Nuffield Orthopaedic Hospital in a consistent and timely manner. The post holder will ensure that the processes in place fully to support modernisation initiatives such as digitalisation of the service. As such the team will liaise closely with Health Care professionals, managers, secretaries and pathway administrators both within and outside the organisation as well as patients and relatives. The post holder will be responsible for the supervision, training and development of staff in the Clinical Genetics secretarial team within the framework of their individual Personal Development Plans (PDP).,
* To be responsible for the line management of the Clinical Genetics Secretariat and admin team, providing first level EPR support, ensuring that adequate cover is provided in all areas of activities.
* To be responsible for the daily management and supervision of staff, monitoring sickness, and arranging cover for annual leave, in accordance with Trust policies.
* To develop a personal development plan (PDP) with staff and to ensure training and development needs are adequately met. To evaluate staff performance against PDP's, taking appropriate action to ensure that staff abilities and aptitudes are developed and potential maximised.
* To allocate work for staff and to complete monthly sickness/salary return.
* To ensure that high standards of data quality are achieved, through implementing clear and robust procedures for staff to follow and identifying training needs and implementing training and development plans for staff accordingly.
* To manage recruitment, selection and training of all new staff within the team.
* To coordinate induction meetings for all new Clinical Genetics secretariat staff and admin team and act as contact for all induction queries.
* To take an active role in the training and development of other A&C staff within the wider A&C teams.
* To be responsible for the introduction and putting into practice of new or revised leave policies/procedures.
* Responsible for the regular audit of sick leave for the Clinical Genetics secretariat and admin team.
* To organise and conduct annual appraisals for the Clinical Genetics secretariat and admin team. Type appraisals on ELMAS and obtain agreement with appraises.
* To compose and maintain personal files for the Clinical Genetics secretariat and admin team and maintain as confidential.
* To monitor and maintain standards of performance of staff, using the Trust's counselling and disciplinary procedures where appropriate.
* To implement performance and management policy in relation to staff disciplinary management.
* To be an EPR super user and be actively involved within the training of EPR within the Department.
* Attend daily huddle and monthly A&C, Governance and Business meetings.
ADMINISTRATION SYSTEMS
* Use of EPR, Health Roster, First Care and NEP Fusion.
* To work with clinicians and other managers to ensure all appropriate admin work is completed in a timely manner using systems mentioned above., To act as the first point of contact for written and telephone enquiries on Clinical Genetics admin matters for patients, their relatives, the call centre, outpatient's, medical secretaries, consultants, and junior medical staff. To deal with telephone contact with members of the public appropriately and sensitively in situations which may be stressful for both the patient and the staff member involved.
* Development and implementation of new or revised administration policy and procedures.
* Taking and relaying as appropriate, telephone enquiries and messages, using initiative and prioritising skills when disseminating information.
* To assist the Clinical Unit Manager and Patient Access Manager in the writing of reports and documents.
* To work closely with the Clinical Unit Manager and Outpatient Access Manager by undertaking and assisting project management directly related to the Department. This role will require analytical skills as well as being a capable communicator with excellent organisational ability.
* To use knowledge and experience to offer help and advice when requested.
* To act as role model.
* To carry out surveys/audits as requested.
* To ensure that patient case notes are correctly maintained by all staff and that high quality standards are maintained at all times and tracked appropriately using the relevant software.
* To manage the information flows between the Clinical Genetics Secretariat and the Waiting List office.
* To receive and make telephone calls and take appropriate action/discuss with appropriate staff maintaining a friendly, professional and courteous manner at all times. These conversations can often be of a distressing nature.
* Maintaining physical and electronic filing systems as well as other general ad hoc office management procedures.
* Must exercise judgement to analyse and resolve problems.
* The post holder is required to work unsupervised and is expected to plan and organise his/her own time.
* Provision of information and advice to patients and relatives about admissions and appointments exercising judgement when dealing with patient enquiries; analyse and resolve patient problems.
* Be responsible for communicating cancellations to all relevant parties with the reasons for cancellation including patients and relatives.
* Provide a courteous and responsive assistance to Clinicians and other Trust personnel and to those visiting the Trust from outside agencies.
* Will be asked to show flexibility should the need arise in covering for other personnel when on leave/sickness etc.
* Must at all times respect the confidentiality of all electronically stored information and written data, particularly where it relates to patients.
* Is required at all times to carry out their individual responsibilities with due regard to the Trust Equal Opportunities and to take reasonable care of his/her own health and safety and that of any other person(s) who may be affected by his/her acts of omission. With particular reference to Trust Health and Safety Policy notes.
* Attend weekly Clinical Unit Meetings.
* Attend weekly meetings with Patient Access Manager
* Attend monthly A&C meetings
This job description is written in the knowledge that it is not exhaustive and will be subject to review as the needs of the department change or annually as required. The job description does not form part of the contract of employment. An annual performance review would be expected in this post with feedback provided to both the manager and the employee on working practices and relationships as well as discussing future aims and objectives., The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
We are looking for an organised individual with excellent communication skills, to join our fast-paced, administration team. The successful candidate will have an energetic approach to the workplace. They will ideally have experience of supervising non clinical staff, co-ordinating an admin team, and will work in close partnership with their clinical colleagues.,
* Degree qualification or relevant work experience
* Graduate qualification in business; CMS or equivalent training/experience
* IT qualifications e.g. ECDL (obtained or working towards)
* RSA 2/3 or equivalent
Desirable criteria
* Relevant management qualification e.g. Diploma in Management Studies (DMS) or working towards AMSPAR qualification (medical terminology) or NVQ3 (or equivalent), NHS experience in an administrative role with excellent knowledge of administrative procedures.
* Up to date experience of MS Windows, MS Office, Excel, PowerPoint and Access (or equivalent) Project Management skills
* Database knowledge and skills with advanced experience and ability to adapt to range of software packages including advanced P.A.S. Experience (outpatients and waiting list)
* Excellent diary maintenance scheduling skills
* Excellent communication skills both written and verbal
* Ability to understand and analyse data from information systems such as Excel in relation to performance, targets and projectiles
Desirable criteria
* Secretarial skills
* Understanding of medical terminology for Clinical Genetics Speciality
* Willingness to develop computer technology skills, Excellent literacy, numeracy and communication skills both verbally and in writing
* Reliable and organised
* Excellent interpersonal skills
* Excellent attention to detail
* Hard working and ability to work to deadlines
* Positive, enthusiastic attitude
* Highly diplomatic and professional
* To act in a professional manner at all times
Desirable criteria
* Evidence of interacting with a wide range of people, Excellent organisational ability
* Ability to prioritise
* Innovative
* Able to work independently and as a member of a team
* Flexible approach to team work and working hours
* Evidence of team working/ building and leading
Desirable criteria
* Evidence of team working
* Evidence of team building
Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.
The Trust comprises of four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury. Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel., Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. Find out more here The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury. Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel.